Volume 02. Maintaining Healthy Business Operations
Part A. COVID-19 Prevention Guidelines Modules
Fit for Duty
Complete the Fit for Duty Checklist daily.
(i) Perform a temperature check with a thermometer to ensure a temperature less than 100.4 degrees.
(ii) Have you had direct contact with infectious secretions from a confirmed positive COVID-19 individual including being coughed/sneezed on?
(iii) Have you had contact within approximately 6 feet for a period of greater than 15 minutes with a confirmed positive COVID-19 individual within the previous 14 days?
(iv) Have you lived with or provided personal care for a person with a confirmed positive COVID-19 individual within the previous 14 days?
(v) Have you been ordered to quarantine by healthcare professional or public health authority within the previous 14 days?
(vi) Have you experienced indirect or potential exposure risks but are not experiencing symptoms and none of the other risk factors above apply?
(vii) Do you believe that there are other risk factors not identified above that you believe Convergint should be made aware of to ensure your safety or the safety of others with whom you may come into contact with
(viii) NOTE: Arriving at either a Customer site or CTC/CDC location affirms completion of the self-assessment
Stay at home when you feel sick or have any symptoms of Covid-19.
(i) Dry Cough
(ii) Sore throat
(iii) Fever above 100.4
(vi) or difficulty breathing
- Refer to Return to Work Flow excel file, tab titled “Repopulation of Office” for guidelines on the requirements for CTC office space guidelines. Link to this document is provided above.
- Masks are required to be used in office settings in “Essential, Phase One and Two.”
- Each office layout is different and there are many variables to consider such as office layout, cubical height, breakout room layout, etc.
- Colleagues should consult with their CTC leadership team on guidance regarding exceptions to wearing a mask (i.e., eating, working alone in a cubicle/office, etc). This will allow local leadership to address any unique concerns regarding their CTC layout and local city/state considerations.
(i) Frequently wash your hands with soap and water for at least 20 seconds. When soap and running water are unavailable, use an alcohol-based hand rub with at least 60% alcohol. Always wash hands that are visibly soiled.
(ii) Avoid touching your eyes, nose, or mouth with unwashed hands.
(iii) Practice good respiratory etiquette, including coughing and sneezing into your elbow (not your hand).
(i) Stay a minimum distance of 6 feet (2 meters) away from other colleagues and people
(ii) Avoid close contact with people who are sick
(iii) Clean and disinfect frequently touched objects and surfaces
Pre-Job Risk Assessment
(i) We want to do everything we can to mitigate risk surrounding COVID-19. In the event we are going to a location or geographic area that is known to have been hit with a verified case, or, in the case we know it’s a higher risk customer site like healthcare providers and/or airports:
(1) On our service team, coordinators are to communicate with the customer to verify they have a mitigation plan to address risk of exposure for contractors and service providers
(2) On our operations team, PM’s, PC’s and FTL’s are to communicate with the customer to verify they have a mitigation plan to address risk of exposure for contractors a service
(3) On our sales team, are to communicate with the customer to verify they have a mitigation plan to address risk of exposure for contractors and service providers
(i) Colleagues should follow proper handwashing techniques. Visit CDC’s handwashing resource page for more information.
(ii) Make sure colleagues are washing their hands frequently and at the appropriate times. For example, but not limited to:
(1) Before starting work
(2) Every time they change gloves
(3) After treating a cut or wound
(4) After using the toilet
(5) After blowing their nose, coughing, or sneezing
Part B. Phasing of Operations
The intent of this section is to serve as a guide and a tool for CTC leadership on how and when to repopulate CTC colleagues and office spaces. State and local guideline should be considered when making these decisions; however, timing of implementation is the decision of CTC leadership.
Below are the phases recommended to be used when repopulating your CTC’s
(i) Essential Phase:
(1) The initial startup phase and only for those colleagues supporting the CTC to monitor conditions and daily operations.
(ii) Phases 1-2:
(1) These are transitional phases and activities to repopulate the CTC based on forward progress and determined by CTC
(2) Leadership monitoring market conditions as well as state and local guidance.
(iii) Phase 3:
(1) This is a transitional phase back to the new normal operations and is determined CTC Leadership monitoring market conditions as well as state and local guidance.
In the COVID-19 Return to Work Guidelines Excel file there is a tab that will provide some things to consider that will help you determine the phasing of colleagues and the office. See below for link to file.
CDC / CTC office categories are general categories that are meant to be applied to your office space. We added common category areas as a guide.
Phasing of each CTC is market dependent and is meant to be a guide. Local, state, province and country guidelines will dictate level of phasing and compliance measures. Safety, compliance and change management need to be considered. We want to consider a conservative, slow, and steady approach to repopulation.
If a colleague has been designated as “Fit for Duty”, a wallet card can be used as a communication tool with our customers or partners. It certifies that they have passed our COVID-19 health assessment. It can be used to communicate with customer or partner and to understand if their facility or sites are safe, in compliance or have additional requirements.
There will be 3 levels of oversite to managing and evolving our guidelines.
(i) Executive Steering Committee – This will consist of CTC and CDC executive leadership that will continue to monitor policies and information as they are learned. They will modify this guideline based on new information or feedback that is received from our field organization. In addition, they will work to continue to provide direction of new tools or process such as Dashboard.
(ii) CTC / CDC Office Committee – Each location will designate a team of individuals that represent different positions. They are responsible for guidance, training, and adherence to all areas of guidelines
(iii) CTC Health and Safety Champion – This may be the existing safety coordinator. This person is responsible as the Single Point of Contact for the location. They will be responsible to training and certification of each colleague on each tool, training of the use of PPE, and monitoring daily compliance of each CTC. They will also work with other champions for sharing of information and as the SPC for all new policies as they become available.
(i) In general – continue to over-communicate to the team leaving nothing to chance moving forward. History during this crisis has proven to be an evolving situation. Our plans need to learn from the past while anticipating the future.
(ii) Leadership is required now more than ever. Focusing on motivating & inspiring the local team is essential to our culture, colleague confidence and continued success during what will remain an unprecedented period for some time to come.
(iii) Performance Management – Remains essential to the health and wellbeing of the business and continued success of the team. Continued focus on cash as a priority while evolving expectations for the future. (Business and colleague performance/development cannot be put on hold as we move forward)
(iv) Kubler-Ross Change Curve – Only when the workforce of an organization makes personal changes, or transitions can the company move ahead and reap the benefits.
Initial message from CEO Ken Lochiatto.
(i) CDC support striking the balance between needs of the business and safety/comfort for all colleagues
(ii) Re-populating is not a race and will evolve over time always practicing an abundance of caution
(iii) Colleague/customer safety at the forefront of all processes
(iv) State/local/CDC guidelines will be strictly adhered to
(v) Specific plans to be rolled out from Region / CTC leadership
(vi) Environmental & Behavioral Changes – New CTC Norm
(1) Environmental vs. Behavioral Change
1. There are two categories of change that will need to occur in the workplace. Environmental changes which include those mitigations such as increased airflow, changing HVAC filters or enhanced cleaning regimes. Behavioral changes require the workforce to do things differently, such as applying strict clear desk policies to ensure workstations can be cleaned and social distancing respected within the workplace. Environmental changes are easier and straightforward, but behavioral changes will take time to develop and require colleagues to adapt. With the help of training and most importantly communication we hope to speed up the adaption of these behavioral changes as Convergint’s number one priority is the well-being of our colleagues.
2. We are no longer managing a crisis, and we need to lead our business.
- Regular video conference / update from RVP (RVP determines cadence)
- Safety first message
- Positive support
- Update progress
- Re-enforce local guidelines
- GM/Leadership Team communication cadence determined locally
- Proceed with caution and not rush to repopulate
- Daily management
- Ensure that all COVID 19 preparations are in place
- Reference newly created “Return to Work Processes”
- Maintain the “COVID 19 Prevention Plan is being followed”
- Establish teams / flow chart to verify that every colleague is touched each day
- Weekly video safety meeting (15 -20 min) for all field colleagues
- Touch a general safety topic & COVID centric topic
- Update team on re-population process as it affects front line colleagues
- Weekly video meeting for office colleagues
- Check pulse
- Give colleagues an opportunity to participate in enhancements to the process
- Ensure F&L/Culture committees evolve into new norm & keep the team connected.
- Virtual town halls, lunches, happy hours, supported by RVP and guests/CDC as required to continue
- Important to make sure responsible person is assigned for give coverage to all colleagues
- GM led initial discussion with CTC Supervisors / Team Leads
- Have local leaders review the Centers for Disease Control publications for reference
- Kubler-Ross Change Curve
Part C. Personal Protective Equipment (PPE)
All colleagues need to be trained and instructed on the proper use of PPE.
Face Covers – Medical Masks – N-95 Respirators – Face Shields – Non-Sterile Exam Gloves
Face Covers – Center for Disease Control Recommends wearing cloth face covers when out in public. Cloth face coverings should:
(i) Fit snugly but comfortably against the side of the face
(ii) Be secured with ties or ear loops
(iii) Include multiple layers of fabric
(iv) Allow for breathing without restriction
(v) Be able to be laundered and machine dried without damage or change to shape
Medical masks if available should be worn when out in public.
(i) Fit snugly but comfortably against the side of the face
(ii) Be secured with ties or ear loops
(iii) These are disposable and should be discarded properly in the trash when done.
N-95 Respirators For use in higher risk sites
(i) N-95 use must be on a volunteer basis
(ii) A copy of OSHA Appendix D (voluntary use of respirators) needs to be given to the colleague. The Cal-OSHA document meets and exceeds the federal standard and can be used by all US colleagues.
(iii) The Convergint document on voluntary use of respirators needs to be signed by colleague and manager and kept on file.
(iv) Fit-testing N-95 masks
Clear Plastic Face Shields
When field colleagues are required to work within the 6’ social distancing requirement, they wear face shields over the top of the face covers/respirators. This adds a physical barrier for increased protection.
(i) Face shields that secure to the hardhat should be used to maintain all PPE requirements.
(ii) Disinfectant wipes or other sanitizing methods should be used before and after use.
A combination of a proper handwashing routine and proper use of disposable gloves is the best way to minimize risks. In addition, colleagues should wash their hands before placing every new pair of gloves on. Gloves alone will not prevent contamination without being used in combination with handwashing. Covering up contaminated hands is not the answer, removing the contamination first and then switching gloves frequently to eliminate cross contamination is.
Have multiple sizes of gloves: It is important to have gloves that fit all colleagues hand sizes. If gloves are too small, they can tear, while gloves that are too big can fall off easily.
Colleagues should use the proper glove removal technique. Donning and duffing gloves:
Make sure employees are changing gloves at appropriate times. For example:
(i) If they tear
(ii) Before beginning a new task
(iii) Every four hours doing the same task
Handwashing Tips for using gloves:
(i) Work Gloves
(1) Work that does not involve cut hazards can be done with standard rubber dipped cloth gloves. This is going to be the most cost effective, while offering the most protection. Both from normal work hazards as well as virus hazards. Work gloves can be sanitized with disinfectant spray and air dried.
After removing PPE, always wash hands with soap and water for at least 20 seconds, if available. Ensure that hand hygiene facilities such as a sink or alcohol-based hand rub are readily available at the point of use or adjacent to the PPE removal area.
COVID-19 PPE and Supplies – All Colleagues – Office & Field:
COVID-19 PPE and Supplies – All Field Colleagues:
COVID-19 PPE and Supplies – All Field Colleagues – High Risk: